Writing Great Proposals for Government Understanding EOI Rules

Writing Great Proposals for Government Understanding EOI Rules & Tools for Service Providers ALIGN MEMBERS December 17 & 19, 2019 Three E Training Developed and delivered by Three E Training Inc. Edmonton, Alberta www. 3 etraining. ca 1

Learning Outcomes for this Workshop Introductions • Procurement Rules and Tools • How to Write a Great Proposal for Government Three E Training 2

Timeline for today Module 1 – Rules and Tools Start 9: 00 am Coffee 10: 15 -10: 30 am Lunch 12: 00 -1: 00 pm Module 2 – How to Write a Winning Proposal Start 1: 00 pm Coffee 2: 30 -2: 45 pm End 4: 00 pm Three E Training 3

Kara Thompson, BA, LLB Allow me to introduce myself… • 14 years as procurement lawyer, for Alberta Justice in Children’s and Youth Services, Human Services – Procurement of different types of children, youth and families services eg. child intervention, disabilities, employment • last 5 years consulting/lawyering and training for public bodies and private sector procurement Three E Training 4

Kara Thompson, BA, LLB Three E Training 5

Introductions Please introduce yourself! a. Name b. Organization c. Hub/Spoke or Hub or Spoke? Three E Training 6

Today its all about you! PLEASE ASK QUESTIONS Three E Training 7

AGENDA Writing Great Proposals for Government Introductions Rules a. Procurement rules and policy b. Government’s new policy direction c. Update from Children’s Services Tools d. Procurement tools RFP v. EOI Inputs/Outcomes e. EOI Submission Requirements f. EOI Evaluation Requirements g. EOI Negotiations h. Other Considerations Collaboration Letters, Q&A, Conflicts of Interest, Debriefing Three E Training 9

Practice voting… What is your opinion? I am already very excited about Christmas! 1. True 2. False

Practice voting… What is your opinion? The room temperature is…. . 1. Perfect for optimal learning 2. Too hot 3. Too cold

Practice voting… What is your opinion? I love applying for funding through new government processes! 1. True 2. False

Procurement Rules Why should I care about procurement rules if this is a GRANT? Because the Expression of Interest issued by Children’s Services, which is a grant application process, resembles a traditional procurement process So you will want to prepare yourself to respond to the EOI with a grant proposal that is more like an RFP proposal Three E Training 13

Procurement Rules Why does government have to do it? BASIC PRINCIPLES OF: v FAIRNESS v. OPENESS v. TRANSPARENCY Accountability for public dollars spent. Three E Training 14

Procurement Rules Why does government have to do it? FAIRNESS, OPENESS, TRANSPARENCY 1. Common Law of Procurement and Contract 2. Trade Agreements (eg. CFTA, TILMA, NWPTA, etc) 3. Government: • Legislation (law) - mandatory • Regulations - mandatory • Government-wide Procurement Policy – mandatory • Children’s Services specific policies – should be followed (but some discretion) Three E Training 15

Trade Agreement Thresholds 2007, Trade, Investment, Labour and Mobility Agreement - TILMA (AB & BC) 2017, Canadian Free Trade Agreement 2010, New West Partnership Trade Agreement - NWPTA (Alberta, BC, SK) Procurement rules of the NWPTA apply to British Columbia, Alberta and Saskatchewan: (a) departments, ministries, agencies, boards, councils, committees and commissions where the anticipated costs are: • • • Three E Training $10, 000 or greater for goods $75, 000 or greater for services $100, 000 or greater for construction 16

Procurement Policy Why does government have to do it? FAIRNESS, OPENESS, TRANSPARENCY The outcomes of any procurement of goods, services or construction are to: • meet business needs and objectives for each Ministry • ensure equal and fair access to government procurements is provided to qualified vendors, suppliers and contractors • demonstrate best value to the government for each procurement • produce appropriate documentation • meet legislative, policy, and trade agreement requirements From: http: //www. servicealberta. gov. ab. ca/bid-on-opportunities. cfm Three E Training 17

Procurement Policy Children’s Services Procurement and Contract Resources Preamble to Expression of Interest (EOI) for Family Resource Networks (FRN’s), p. 3 “ …to ensure the acquisition of services is completed through a fair and transparent process guided by the Alberta Government’s Procurement and Sole-Sourcing Directive, and with trade agreement obligations. ” “The Procurement Accountability Framework reinforces fairness, transparency and integrity in the EOI process; adds rigour and accountability to Ministry process; drives consistency and reinforces a set of shared values and ethics. ” Three E Training 18

Procurement Policy Children’s Services Procurement and Contract Resources “To ensure alignment with the Treasury Board Procurement and Sole Sourcing Directive [nothing can be sole-sourced over $10 K], CS will issue grants for FRN services through an EOI process. ” p. 3 For Service Alberta resources, including procurement formats and terms and conditions: http: //vendor. purchasingconnection. ca/ Three E Training 19

Children’s Services New Direction for 2020 CS is moving to change from spending $77 million on early intervention and prevention annually to $55 million annually • Increase accountability • Align services • Reduce spending Three E Training 20

Children’s Services “Retooling” Direction from executive in November 2019 • open “competition” for granting process through EOI • evidence-based service delivery requirements • new requirement for prevention services from 0 -18 years, instead of previous 0 -6 years Three E Training 21

Children’s Services “Retooling” Direction Children’s Services is moving from a “patchwork” of services, to a more streamlined system where services are continuous (0 -6, then 7 -18) and seamless (aligned service providers) Age Cohort Program and Service Distribution in EOI: 0 -6 years 50 -60% programming 7 -13 years 20 -30% programming 14+ years 20 -30% programming Three E Training 22

Children’s Services “Retooling” Direction FROM THE HORSES MOUTH: OUTCOMES-BASED - How will results be measured? DIVERSITY LENS - Need to be inclusive (e. g. LGBTQ+, Indigenous, ethno-cultural) UNIVERSALLY ACCESSIBLE - 0 -18 years for prevention and early intervention – identify this gap in services! Three E Training 23

Children’s Services “Retooling” Direction PRACTICES STANDARDS - Being developed by CS, and CS will be developing its own training REALISTIC BUDGETS - Make sure your budget reflect your realistic costs FOCUS ON WHAT QUALIFICATIONS STAFF HAS - e. g. What training has your staff taken that qualifies them to do this service? TRAINING WILL BE DEVELOPED BY CS - Don’t focus on training you can develop Three E Training 24

Children’s Services “Retooling” Direction • Universal – Available to ALL infants, children, youth (0 -18 years) and families • Targeted – Designed to meet needs of vulnerable infants, youth and family who have risk factors associated with increased risk of child maltreatment • Intensive services – Specific to needs of infants, children, youth and families who are experience significant adversity Three E Training 25

Children’s Services “Retooling” Direction ACCOUNTABLE Knowing exactly what EI/prevention services they are purchasing • measuring the dollars spent on types of services • measuring the types of clients/services served • measuring the outcomes of those dollars spent Using performance and accountability MEASUREMENTS with grants Three E Training 26

Children’s Services “Retooling” Direction UNIVERSAL Knowing exactly who (eg. Hubs and Spokes agencies) are providing specific types of EI/prevention for what regions/clients • measuring how many different types of services • measuring the types of clients served – – Aboriginal and Metis Francophone New Canadians/Immigrants Other Ethno-cultural groups • measuring the outcomes for those specific clients Three E Training 27

Children’s Services “Retooling” Direction - Practice In March 2019, Children’s Services released the Well-being and Resiliency: A Framework for Supporting Safe and Healthy Children and Families • CS will use as a guide in promoting a consistent province-wide approach for prevention and early intervention services and supports Three E Training 28

Children’s Services “Retooling” Direction What does that mean for you? • Be able to show in your proposal – Who you serve (e. g. types of clients) – Demonstrate all the ways in which you serve them (e. g. your specialized and unique services) – What are the demonstrable ways that you achieved outcomes? (e. g. what types of measuring tools do you currently use? ) Three E Training 29

Children's Services Procurement Options Open Procurement (RFP) Limited Procurement(PQR) Sole-Source Three E Training 30

Procurement Terminology Common Procurement Tools • Request for Proposal (RFP) • Request for: Expression of Interest (EOI) Three E Training 31

Common Procurement Tools Expression of Interest Purpose: To determine the market interest in a competitive solicitation process (i. e. how many vendors would be interested in competing on the opportunity). Used when: The EOI is a market research tool that helps to plan for the solicitation process. There will be no evaluation, ranking, or selection of vendors as a result and it will not be used to pre-qualify or screen vendors for a subsequent competitive bidding process. Three E Training 32

Expression of Interest (EOI) Grant application WHY IS THIS UNUSUAL? Because… • EOI’s are usually NOT used to award any type of contract or grant • Grants are being awarded under the terms of this EOI • A grant is legally NOT the same as a contract Three E Training 33

Expression of Interest (EOI) Grant application • Is normally only a “market research tool” • Not normally used to evaluate, rank, or select vendors, or used to pre-qualify or screen vendors for a subsequent competitive bidding process • In this particular process it is being used as a grant application process • However, this grant application process mirrors the submission process for an RFP proposal • THEREFORE…. Discuss applying for grants under this particular EOI, as mirroring an RFP submission process – Criteria in the EOI, similar to mandatory/desirable criteria in an RFP Three E Training 34

Contracts and Grants What’s the difference? Contract Grant • Core services • Provides essential services for clients of government • Funds paid to service provider in exchange for services performed • Accountability for units of services delivered (eg. deliverables) for $ • SUBJECT TO ALL GOA PROCUREMENT POLICIES AND $ LIMITS, AND TRADE AGREEMENT OBLIGATIONS • Non-core services, but under general Ministry mandate • Often helps other organization achieve its mandate • Funds given on conditions, which must be reported on • Accountability for fulfilling grant terms • OUTSIDE OF PROCUREMENT PROCESS *Usually requires application to GOA Three E Training 35

Expression of Interest (EOI) Grant application GRANTS and the awarding of grants Grants are not subject to procurement rules a) mandatory requirements not as strict, CS can use discretion when accepting proposals that don’t comply – but will have to satisfy grant application terms to be accepted b) usually high score is 100% binding – highest score isn’t basis for grant award as per wording in EOI Grant awarding will be determined based on Proponent achieving a minimum score of 3. 5 on each relevant section, quality of responses as well as other key considerations Three E Training 36

Expression of Interest (EOI) THEREFORE for the purpose of this workshop ONLY, we will be treating: Expression of Interest = similar to = Request for Proposal EOI Proposal = similar to = RFP proposal Grant = similar to = contract awarded under an RFP BUT… they are NOT the same. - Only use this analogy to ensure you have everything you need in your grant agreement Three E Training 37

Common Procurement Tools Request for Proposal (RFP) • Competitive and collaborative procurement • Seeks innovation and creativity • Most sophisticated procurement for both parties • Price is only part of it Three E Training 38

Common Procurement Tools Request for Proposal (RFP) • Terms and Conditions (and definitions) – For the procurement and the contract • Desired outcomes and solution that the outcomes government is seeking to purchase • Evaluation criteria: Mandatories and Desirables • Submission format requirements • Reference materials Three E Training 39

Which of the following are part of the objectives of this EOI (page 8 of EOI)? 1. 2. 3. 4. Establish approach that respects and reflects culture, language and spirituality of people served Formalize commitment to development and embedding of output and outcome monitoring and reporting process Develop collaborative and cooperative referral pathways with CI system to prevent need for CI services All of the above

How many objectives of this EOI (page 8) are there? 1. 2. 3. 4. FIVE SEVEN EIGHT NINE

Evidence and Outcome-Based Service Delivery Outcomes Outputs/ Deliverables Process/ Activities Inputs Three E Training 43

Examples of inputs are… 1. If a region is S, M or L 2. How many immigrant clients are in a region 3. Estimated funding for each region 4. Number of 0 -6 years clients in each region 5. All of the above

My organization offers programs/services in… 1. Early intervention sector 2. Prevention 3. Early childhood development 4. Community-based prevention 5. Community capacity building services 6. All of the above

Examples of outputs (deliverables) are… 1. How many clients my organization has served in a month 2. Dollars my organization spent on a part-time worker 3. How many sessions were offered per week 4. All of the above

Results Specifications Outcomes Impact Outputs Quality & Quantity of Deliverables Three E Training 47 47

Outputs vs. Outcomes Traditional service contract Outcome-based services Based on outputs/ deliverables Based on what outcomes have been achieved over the course of the (eg. units of service, etc. ) What units of service have been delivered over the course of the grant? Examples: • Number of children and families that were served in a month contract What behaviour has been influenced or changed by the provision of the services? Examples: • Caregivers were able to improve their knowledge of aboriginal cultural practices relating to children Three E Training 48

CHILDREN’S SERVICES – BUSINESS PLAN OUTCOMES IN CS BUSINESS PLAN 2019 -2022 KEY STRATEGIES AND PERFORMANCE MEASURES Three E Training 49

CHILDREN’S SERVICES – BUSINESS PLAN OUTCOMES, KEY STRATEGIES AND PERFORMANCE MEASURES Outcome One: Children Thrive – Children and youth are protected Key Strategies: 1. 2 Support children in care to develop long-term, nurturing relationships by increasing the connections to family, significant persons and Indigenous communities. Three E Training 50

CHILDREN’S SERVICES – BUSINESS PLAN OUTCOMES, KEY STRATEGIES AND PERFORMANCE MEASURES • Outcome Three: The well-being resiliency and cultural connections of children, youth and families is nurtured and enhanced … 3. 1 Develop strategies to support safe, healthy and resilient children and families, including mentorship opportunities for children and youth who have experienced trauma 3. 3 Support child safety and enhance parenting skills and knowledge by supporting families and caregivers in their home environment. Three E Training 51

CHILDREN’S SERVICES – BUSINESS PLAN OUTCOMES, KEY STRATEGIES AND PERFORMANCE MEASURES • Outcome Three: The well-being resiliency and cultural connections of children, youth and families is nurtured and enhanced … 3. 4 Collaborate with Indigenous communities, leaders and partners to strengthen relationships and develop strategies to support Indigenous children, youth and families while ensuring all staff and service delivery partners have enhanced Indigenous cultural awareness. Three E Training 52

Exercise - Outcomes 1. At your tables, identify ONE service your organization offers. 2. What can you say about that service to demonstrate it actually influenced one of the Children’s Services outcomes (as set out in their CS Business Plan)? 3. Discuss with neighbor.

Your Proposal - Emphasize Outcomes! OUTCOMES, KEY STRATEGIES AND PERFORMANCE MEASURES • State the outcomes you will seek to influence and how they you will seek to influence align with the procurer’s strategic priorities and larger desired outcomes • How desired outcomes align with your vision/mission/principles/values • How you will measure outcomes • How you will deliver services • Risks and uncertainties and how you will manage and mitigate them Three E Training 54

Children's Services EOI Submission Process What do you need to submit? What format does it need to be in? Three E Training 55

Children's Services EOI Submission Process PAY ATTENTION TO ALL THE MANDATORY REQUIREMENTS FOR SUBMISSION! Page 26, section 7. 1 PROPOSAL SUBMISSION INSTRUCTIONS, page 27, section 8. 2 All of the documents required: - Proponent Cover Page, Proponent Commitment Statement, Proponent Response Form, formal letters of support from collaborative partners REQUIREMENTS, page 34, section 11. 3 Three E Training 56

Children's Services EOI Submission Process MULTIPLE SUBMISSIONS FOR MULTIPLE LOCATIONS CLOSING DATE AND TIME - Must be submitted by Jan. 20, 2020 no later than 2: 00 pm TERM OF GRANT - 3 years, from 2020 -2023 Three E Training 57

Children's Services EOI Submission Process BUDGET - Pay attention to budget allocation, p. 25 - Submit in the correct format - Put expenses in correct expenditure categories, p. 30 Really know the rationale behind your budget numbers. You will have to justify them during negotiations and must know what your bottom lines are. Three E Training 58

Children's Services EOI Submission Process BUDGET • Use standardized format • Explicitly relate your price to what is being proposed • Align funding with amount of services required • Ensure you will have to have the capacity to deliver within the budget you propose • Be thinking about the negotiation as the next step Three E Training 59

Children's Services New EOI Evaluation Process What is being evaluated in this new EOI process? How is it being evaluated? Three E Training 60

Children's Services New EOI Evaluation Process New EOI grant award processes Phase 3 – Proposal Evaluation – The…Evaluation Teams will initially evaluate proposals based on criteria identified in Section 10… proposals will be reviewed in the following order: 1. First evaluation of “all-inclusive FRN proposals, where a proponent is proposing to deliver both “Hub” and a full range of “Spoke” services, then 2. Evaluate distinct “hub” service proposals, and finally, 3. Evaluate separate and distinct “Spoke” services… Three E Training 61

Children's Services New EOI Evaluation Process Because of this, it is in probably in your best interests to survey any Hub organizations in your area, to determine if you: a) May wish to form a partnership as your proposal may be evaluated more favourably if you are in already in partnership with a Hub, b) To survey which partnerships it is likely that CS may put you into Three E Training 62

Children's Services New EOI Evaluation Process Phase 4 – Identify Qualified Proponents “Qualified proponents will be identified based on a proposal achieving a minimum requirement, as identified in the evaluation section of this EOI. During this phase, collaborative and partnership opportunities will be identified and provincial coverages will be assessed. ” Three E Training 63

Expression of Interest (EOI) SCORING p. 32, section 10. 4 “Grant awarding is not based on achieving the highest score. Grant awarding will be determined based on Proponent achieving a minimum score of 3. 5 on each relevant section, quality of responses as well as other key considerations including: • Appropriate distribution of FRNs for indigenous and other cultural identities • Capacity of FRNs to provide continuum of 0 -18 years • Accessible and reasonably distributed services across province • Services are adequately resourced to meet community need • Addressing rural and urban needs • Matching services to unique community needs • Proponent submitted budgets Three E Training 64

Expression of Interest (EOI) SCORING Part A – Scope info • organizational profile • community needs assessment • Collaborative partnerships 3. /6 pts 4. /6 pts 5. /6 pts Part B – Hub Services • Address • Hub 10 responsibilities • Hub approach • Hub performance/outcome measureme • Hub budget • Hub additional info 1. /6 pts 2. /6 pts 3. /6 pts 4. /6 pts 5. /6 pts 6. /6 pts Three E Training 65

Expression of Interest (EOI) SCORING … continued Part B – Spoke Services • • • Spoke Services Implementation Spoke performance/outcome measurement Spoke budget Spoke additional info 1. /6 pts 2. /6 pts 3. /6 pts 4. /6 pts 5. /6 pts You must score a minimum of 3. 5 in each section. “Grant awarding will be determined based on Proponent achieving a minimum score of 3. 5 on each relevant section, quality of responses as well as other key considerations…” (p. 32) Three E Training 66

Evaluation Criteria Mandatories: - Musts - Not scored - met or not met - If not met, proposal may be rejected Desirables: – – – Wants Proposed Deliverables How will services be delivered? How are outcomes aligned and measured? utcomes Innovation and creativity? Weighted and Scored Three E Training 67

Evaluation Criteria What’s the difference? Mandatories Desirables Always yes or no Very few Completely objective Not scored Gating mechanism to ensure compliant proposals • Either met or not met • • • – If ALL mandatories not met, then proposal MAY BE rejected at the start of the scoring process In the gray area Many Subjective Scored against scoring rubric (highest scoring proposal is the successful bidder) • All of the aspects that are being wished for on the project • May have some desirables but don’t need to have all Three E Training 68

Evaluation Criteria Mandatory and Desirable Criteria MANDATORY • Administrative – procurement process (eg. three copies, signed submission document, etc. ) DESIRABLES • Proponent Experience/Capacity/Resources • Proposed Solution: Results and Risks, influence on Outcomes • Budget: Total and “realistic” costs Three E Training 69

For my proposal to qualify, I need to focus on the achieving minimum scores (3. 5/6) in each relevant section 1. True 2. False 3. Minimums don’t count because its not an RFP proposal

Which are mandatory criteria in this EOI? 1. 2. 3. 4. 5. Must be submitted Jan. 20, 2020 no later than 2: 00 pm Must be submitted in a sealed envelope and clearly marked with name of EOI and closing date Must be completed cover page and signed by organization Must have three formal letter from collaborative partners All of the above

DESIRABLES Evaluation Criteria Desirable Criteria • Proponent Experience/Capacity/Resources • Proposed Solution: Results and Risks, influence on Outcomes • Budget: Total and “realistic” costs Three E Training 72

Evaluation Criteria Desirable Criteria On page 10, Section 3: Service Specifications (desirable criteria) it states what your organization is expected to set out in its proposal. Be prepared to show: How? (eg which tools do you use) to show your outcome and performance measures. Three E Training 73

Evaluation Criteria Responding to Desirable Criteria • • Answer explicitly and in detail Evidence-based responses/statements Explain logic models with rationale Proper terminology – Ensure you understand the procurer’s terminology – Avoid dated terminology – Define any new terminology in your proposal

Evaluation Criteria Desirable Criteria Make sure you incorporate all the following into the types services your organization offers: • Core Service Delivery Domains, p. 14, section 3. 4 • FRN Principle-Based Practices, p. 17, section 3. 6 • Four Program Outcomes at individual and family level, p. 20, section 3. 8 Three E Training 75

Outcome and Performance Measurement To be successful, your grant proposal must line up with the program outcomes, and the core service delivery domains set out in the EOI. You must be able you can measure outcomes and your performance at these levels: a. Four program outcomes, at the individual and family level, under b. Three Core Service Delivery Domains.

Outcome and Performance Measurement CORE SERVICE DELIVERY DOMAINS p. 14, section 3. 4 1. Child development and well-being (e. g. parent/child development programs, youth leadership programs, etc) 2. Caregiver capacity building support Ø Caregiver education/training/skill building (eg. Triple P Parenting) Ø Family Support Services (eg. Home visitation)

Outcome and Performance Measurement CORE SERVICE DELIVERY DOMAINS… continued p. 14 3. Social connections and support Ø Social connections and support (eg. Provide opportunities for social support) Ø Information, referral, and coordination services (eg. Navigating service systems) Ø Community capacity building (eg. Support community capacity to promote family well-being and resiliency)

Exercise - Outcomes At your tables, for your targeted client population, 1. Choose one of the 3 Core Service Delivery Domains: a) Child development, b) Caregiver support, c) Social connections, AND 2. How will your organization services demonstrate that it is implementing, embedding and contributing to the Core Service Delivery Domains?

Outcome and Performance Measurement FRN PRINCIPLE-BASED PRACTICES All directly delivered and coordinated FRN services MUST embed the following principle-based practices: (p. 18) • Indigenous Experience • Preserve Family • Strength-based • Connection Emphasis on early brain development and brain architecture Positive Youth Development Approach (PYDA) • Collaboration

Outcome and Performance Measurement FRN PRINCIPLE-BASED PRACTICES Continued…. p. 19 • Continuous Improvement Evidence-based practices Evidence-informed practices Practice-based evidence

Outcome and Performance Measurement FRN PRINCIPLE-BASED PRACTICES Use the terms set out in section 3. 6, pages 17 -20, to tie your Organization’s services to the FRN Principle-Based Practices: EXAMPLES - “child-focused and family centred” - “evidence-informed practices” - “client, clinical expertise”

Outcome and Performance Measurement PROGRAM OUTCOMES FRN’s promote four program outcomes, at the individual and family level: 1. Infants, children, youth and families are more socially connected and linked to culturally relevant supports. 2. Parents and caregivers have knowledge about parenting and child development. 3. Parents and caregivers are resilient. 4. Infants, children and youth experience health social and emotional development.

Exercise - Program Outcomes At your tables, for your targeted client population, 1. Choose one of the four program outcomes, at the individual and family level AND 2. How will your organization services demonstrate that it is implementing, embedding and contributing to the Core Service Delivery Domains? 3. Pick two FRN principles-based practices you could use to show this (p. 17, section 3. 6)

Outcome and Performance Measurement PERFORMANCE MEASUREMENT On p. 21, the EOI asks for: 1. Standardized performance measurement/assessment tool (e. g. in-depth questionnaire or procedure) § should be specific, sensitive, reliable and valid 2. Programs supporting Indigenous communities, families, children and youth should implement culturally-based practices and assess outcomes and program effectiveness in culturally meaningful ways (e. g. Indigenous methods and practises of wisdom-seeking, for example Well-being and Resiliency: the miyo resource EXAMPLES? HAVE YOU USED STANDARDIZED TOOLS OR CULTURTALLYBASED ASSESSMENTS?

Outcome and Performance Measurement S M A R T MEASUREMENT “FRNs must demonstrate… results and outcomes. ” Make sure all of your results and outcomes can be demonstrated! S – specific M – measurable A – accurate R – relevant T – timely/tangible

Which of the following is a SMART measurement? 1. 27 youth attended 2 sessions of youth leadership group 2. Ten families were served in the 8 weeks of the program 3. 55 immigrants saw the counsellor in a 2 year span 4. All of the above

Three Letters of Collaborative Support The Service Provider must provide a minimum of three letters of support from collaborative partners in the region where services are to be offered.

NEGOTIATIONS: How does the negotiation process work for these grants?

Children's Services Negotiation Process “Phase 5 – Service and Program Development and Negotiation – Family and Community Resiliency Division, Regional personnel, Regional Contract Teams, and qualified proponents will negotiate and formalize partnerships and collaborations, funding allocation, program components, responsibilities and expectations for the successful implementation of FRNs. Negotiations will involve determining formal collaborations and partnerships to ensure the FRNs have the capacity to deliver a full continuum of prevention and early intervention services…” Three E Training 91

Children's Services Negotiation Process Reporting Requirements Output and Outcome Requirements – p. 22 - Make sure you know what kind of reporting requirements are expected, when you are expected to provide them and in what format. Three E Training 92

Negotiating the Contract Ø Determine if expectations are still the same, or if some areas need to be readjusted Ø Resolve outstanding issues Ø Mutual agreement on risks and mitigations Ø Make sure what was asked for in the proposal, matches what is being asked for in the contract you are signing

Negotiating the Contract RISKS § Are there risks already identified in the EOI? § Are there risks that you are aware of by virtue of your expertise? § Budget? (eg. Staff retention if underfunded) § To clients? (eg. Won’t be able to access services) § To you or other organizations? § Mitigating and managing risk § What do you propose?

Before signing the grant agreement …. - Reporting requirements - Service Provider should be a legal entity - Monitoring activities - Term of contract versus date - Evaluation plans signed - Total contract value - Identify all deliverables : - Key contacts - If required, changes to boilerplate terms and conditions - Process/activity requirements * Units purchased * Cost per unit

Negotiating the Contract Negotiation is a slight adjustment to the contract… should not be major changes to services. Make sure you capture all changes to your original proposal in writing!

Exercise - Identifying Risk At your tables, for your targeted client population, 1. What is one risk (vulnerability) of this community that you can identify? 2. How can your organization assist with that risk (vulnerability) and manage or mitigate that risk?

OTHER CONSIDERATIONS: Other things you need to think about

Service provider Q & A sessions ***IMPORTANT*** § If you have further questions must send to EOI facilitator at least three days before EOI closing § Read all the Q&A’s for updated information, and more detailed explanations § Updated once per week, see p. 36, section 11. 7 § Dec. 20, Jan. 3, 10, 15, 2020

Service provider Q & A sessions § All questions regarding EOI were sent prior to Q & A sessions § All questions asked were recorded, and all answers were written and sent out to attendees at the Q & A

Other Service Provider Considerations • Awareness of being a lobbyist (Lobby Act) • Confidential dealings with government • Intellectual Property Ownership • Awareness of Conflict of Interests – real or perceived

Awareness of Conflict of Interest Guidelines • No preferential treatment, fair and open for all service providers – E. g. no family member/spousal type relationships • Government is to be unbiased and objective • No disclosure of confidential service provider or government or client information • Service providers must disclose any conflicts that they are aware of (including possible “perceived conflicts”)

Debriefing Process If you are not awarded a grant, you are entitled to a debriefing process. – Must be offered in a timely manner after awards granted – Must tell you which sections of your proposal were weaker/stronger – Cannot tell you if you were first, second, third, – Will be restricted to following their process • Was it fair? Open? Transparent?

REVIEW Its voting time!

CS must answer all questions forwarded by proponents, 3 days before the EOI closes. 1. True 2. False

Discussing any risks you perceive in providing services to the government, should lessen potential risks to both parties. 1. True 2. False

If you have provided the same service to the government before, do you still have to include a detailed description of your experience? 1. Yes as each procurement evaluation only considers the information contained in this proposal on this specific process. 2. No, govt will look to those service providers who they have been happy with in the past.

Well framed proposal budgets will result in a more accurate pricing for govt 1. True 2. False

Exercise - Top Tip At your tables 1. Take a moment to reflect back on the workshop 2. Come up with one thing that you will take back to your office that will help you write a better proposal 3. Share with your neighbour

Now go and submit your best proposal!

Top five tips! 1. Read the proposal and answer the ACTUAL questions, not what you think the questions should be. • - embarrassingly simple – so make sure you actually answer the questions asked! • - the format required for a proposal is often redundant, but it is ESSENTIAL to answer format provided or your proposal may be eliminated 2. Don’t “cut and paste” your entire proposal • - Re-use your information intelligently! Think about how experience and past projects can be slightly modified to give you an edge • Eg. resumes, past projects, etc.

Top five tips! …continued… 3. Limit your self-promotion • The brilliance of your proposed solution, your people and your price, will win you the opportunity, not your self-advertising • Limit your self-promotion to the sections where you are explaining your solution • Eg. In the course of XYZ project, our company was able to reduce administration costs by 40% on project XYZ 4. Explicitly explain what you do, to what is being asked for • Connect all the dots for the reader. Never assume that the reader can extrapolate what you is in your proposal, to their problem. • Fully explain in your proposal why you are the right person/team for the opportunity – the easier it is to understand the better. 5. Budget enough time to prepare your proposal • Ensure that you have decided whether the opportunity is worth your while. If it is, devote the appropriate amount of time to preparing.

Thank you from Three E Training. www. 3 etraining. ca kara. thompson@3 etraining. ca